To avoid complications and streamline business operations, companies must come up with a number of different policies including a strategy for document storage. This plan should address a number of key issues including what documents will be retained, how long the documents will be held, and where and how the documents will be stored.
Typically, decisions regarding document storage break down into selecting on-site or off-site document storage. Despite its advantages, some companies are hesitant to engage in off-site document storage. The following will review five of the most significant advantages that companies realize by engaging in off-site document storage.
Increased Privacy
Companies sometimes want to keep files private from their workers. In these situations, off-site file storage offers a higher degree of privacy. By requiring a person to be background-screened before accessing files that are stored off-site, companies can greatly reduce the chances that a current or former worker will attempt to steal trade secrets or other important information.
Increased Safety
It is an unfortunate truth, but fires as well as other natural disasters can destroy a company’s building and all of the records that are stored there. The best off-site storage, however, is equipped with fire monitoring as well as flood sensors, which makes it the safest storage option for hard files. This means that your storage provider worries about protecting your files so you can focus on running your business.
Reduced Costs
Even though many companies are concerned that off-site storage will cost more, in reality this type of storage method often costs less than retaining documents in your office. A reputable record storage company is able to store a larger number of files in a smaller space, which means storage costs are kept low. Also, rather than dedicate valuable office space to file cabinets and employing administrative professionals to maintain in-house record organization and maintenance, companies are able to dedicate all of their space and manpower to more productive activities, which can lead to increased revenue.
Improved Accessibility
Many companies discover that keeping documents organized on-site is difficult because there is a real risk of improper labeling, misfiling, and even lost files. This frequently means that it becomes difficult to quickly and easily locate files. With off-site file storage, however, the documents are maintained by record management professionals who will make sure that everything will be easy to locate whenever you need it.
Regulatory Compliance
By storing files off-site, it is easier to ensure that your files are kept in compliance with federal data privacy regulations. Failure to store documents in accordance with these regulations often results in fines as well as other penalties. Rather than worry about how files are maintained and when to destroy them, it is much simpler to let file management professionals track the life of your documents, and also keep tabs on when it is time to destroy them.
Speak with a Knowledgeable File Storage Professional Today
Now is a good time to consider whether your company would benefit from storing important files off-site. For more than three decades, Armstrong Archives has offered off-site document storage services in the Dallas and Fort Worth area. We invite you to contact us today so that you can learn more about how our secure, off-site file storage solution can work for you.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.
